Equipment Leasing for Startups: Considerations & Comparisons

In the fast-paced, dynamic environment of startups, the goal is often to scale quickly without depleting precious capital resources. However, this balance is tricky to achieve, especially when certain growth requirements demand significant upfront investments, such as purchasing essential equipment. Here lies a solution that many budding entrepreneurs tend to overlook: equipment leasing.

In this comprehensive guide, we'll delve into the nuances of equipment leasing and financing: from understanding its core concepts and comparing other equipment acquisition options to gauging your startup's eligibility for leasing or financing, and even exploring additional benefits that could potentially save your startup money. So, gear up as we deep dive into how equipment leasing might just be the procurement option your growing new business is looking for.

What Is Equipment Leasing & How Does It Work?

Startups often grapple with limited upfront capital, making it challenging to meet their equipment needs, which are essential for growth. This is where equipment leasing and equipment financing come into play, often acting as a lifeline for businesses aiming to scale without a hefty initial outlay.

Equipment leasing, often considered a subset of equipment financing, is a financial arrangement used to rent equipment for a predetermined period. In simple terms, it is much like renting an apartment. In this scenario, the lessor (or the equipment owner) provides the equipment, and the lessee (the startup or business) makes regular payments to use that equipment.

Leasing is an attractive option for startups looking to conserve their initial capital while gaining access to high-quality equipment, because it allows you to utilize the equipment you need without the hefty upfront expense that comes with buying outright. Instead, you make manageable monthly payments over a specified lease term, which can range from one to five years, depending on the type of equipment and your preferences.

Lease agreements often come with flexible end-of-term options, such as the ability to purchase the equipment at a predetermined price or upgrade to newer models. These alternatives provide startups with adaptable solutions tailored to their evolving needs. It's imperative to evaluate these finer details to make an informed choice that aligns seamlessly with your startup's financial strategy.

How Does It Differ From Equipment Financing?

Equipment financing serves as an umbrella term encompassing both loans and leases designed to assist companies in acquiring vital operational equipment. While it's common to use the term "financing" to refer to either an equipment lease or loan, it's crucial to discern between the two.

An equipment loan affords a business the opportunity to secure funds for purchasing the equipment, ultimately leading to complete ownership. Conversely, equipment leasing revolves around the concept of renting. In a standard lease agreement, there is no transfer of ownership at any point during the lease term. This fundamental distinction underscores the importance of carefully evaluating the benefits and considerations of each option before making a decision that aligns with your startup's specific needs and financial strategy.

Lease agreements come with fixed terms, encompassing details on maintenance, usage, and end-of-lease choices. Upfront costs are typically lower, often involving a deposit or the initial month's payment. Lease payments are considered business expenses and can be deducted from taxable income.

In contrast, financing requires a down payment, especially for borrowers with lower credit ratings, typically around 10% to 20% of the equipment's value. Ownership through financing can lead to potential tax benefits like depreciation, while the business bears responsibility for all maintenance and repair costs.

Why Would a Startup Lease or Finance Equipment?

In the early stages of startup development, capital is often limited due to various factors. Startups, typically yet to achieve consistent revenue streams, often allocate their initial funding towards critical areas like research, product development, marketing, and hiring, leaving little room for major capital expenditures.

This is where equipment leasing and financing step in as tailored solutions. Instead of making an outright purchase, which could strain a startup's cash flow, these options enable businesses to acquire necessary tools and machinery for their operations.

Opting for leasing grants startups access to cutting-edge equipment through manageable monthly payments, circumventing the need for a large upfront investment. This not only preserves their cash reserves but also aligns with potential future revenue streams.

Additionally, leasing provides flexibility. As technology advances, startups can easily upgrade their equipment, ensuring they always have the best tools at their disposal. This stands in contrast to purchasing, where a startup might find itself stuck with outdated machinery in just a few years.

On the other hand, financing offers the advantage of eventual ownership, making it suitable for equipment with a longer lifespan. Both leasing and financing provide startups with the crucial benefits of maintaining liquidity and ensuring operational efficiency. By avoiding hefty capital commitments, startups can allocate their resources towards activities that drive growth, laying a foundation for long-term success.

Types of Companies That Lease or Finance Equipment

When it comes to financing equipment, businesses have a range of options regarding the types of institutions and companies they can work with. Here are the primary types of entities that offer equipment financing:

• Traditional banks: These are often the first places businesses think of for financing. They can offer competitive interest rates, especially if you have an existing relationship or a strong credit history.
• Credit unions: Similar to banks, but often community-focused and sometimes offering more favorable terms for local businesses or members.
• Equipment financing companies: These are specialized lenders focused exclusively on equipment financing. They often have in-depth knowledge of specific industries and equipment types.
• Leasing companies: While not strictly "financing" in the sense of purchasing, many leasing companies allow businesses to lease equipment and then purchase it at the end of the term, effectively turning the lease into a financing agreement.
• Commercial finance companies: These companies can provide various types of business financing, including equipment loans. Their terms can be flexible, but it's crucial to understand all conditions and rates before proceeding.
• Online lenders: With the rise of fintech, there are many online platforms that offer equipment financing. They might offer faster approvals and more flexibility but sometimes at higher interest rates.
• Manufacturers and suppliers: Many manufacturers or suppliers offer financing options directly. These can be especially appealing if they come with special terms, such as 0% interest for the first few months.
• Trade associations: Some industry-specific trade associations offer equipment financing programs for members, either directly or through partnerships with lenders.
• Government programs: In some regions, government programs or agencies, such as the U.S. Small Business Administration (SBA), offer or guarantee loans, including those for equipment financing.

Comparing Equipment Procurement Options

Choosing how to procure equipment is a pivotal decision for startups. Leasing and purchasing, along with other options like financing and contract research, each come with unique benefits and considerations. This guide provides a thorough comparison of these methods, empowering businesses to make informed choices aligned with their goals.

Leasing vs. Buying

When considering equipment procurement, businesses often face the decision between leasing or buying. Buying new equipment provides outright ownership, but it comes at a substantial upfront cost. On the other hand, opting for refurbished or used equipment can reduce the initial investment, though it may entail higher maintenance requirements due to the equipment's pre-owned condition.

Leasing vs. Financing (Loans, Lines of Credit, Etc.)

Leasing and financing represent two distinct approaches to acquiring necessary equipment. Leasing allows for regular upgrades, ensuring access to the latest technology without the need for significant upfront payments. However, ownership remains with the lessor. Financing, on the other hand, leads to ownership once the loan is repaid. While it provides a long-term asset for the business, it may necessitate a down payment and interest payments over time.

Leasing vs. Contract Research

Choosing between leasing and contract research involves evaluating the level of control and expertise required for equipment use. Leasing offers hands-on control and direct access to the equipment, enabling businesses to manage their operations more closely. In contrast, outsourcing equipment needs through contract research allows specialized experts to handle the task, providing convenience but potentially sacrificing some control over the process.

Long-Term Leasing vs. Short-term Rentals

For businesses with varying equipment needs, the decision between long-term leasing and short-term rentals is crucial. Long-term leases generally offer more favorable rates and stability, making them suitable for businesses with consistent, ongoing equipment requirements. On the other hand, short-term rentals, while potentially costing more over time, offer greater flexibility. This makes them ideal for businesses with fluctuating or project-based equipment needs, allowing them to avoid long-term commitments.

Is Your Startup Eligible for Leasing or Financing?

Determining your eligibility for equipment leasing or financing involves several key steps. It’s a good idea to start by researching reputable lenders or lessors and reviewing their specific criteria, which may encompass factors like creditworthiness, business history, and financial stability. (We’ll review some of the criteria below, in the following sections.)

You’ll also want to gather specific financial documentation, including tax returns, bank statements, and a business plan. The lessor or lender will be asking for these documents. Assess your personal and business credit scores as well, ensuring there are no issues that might affect eligibility.

After gathering your documents and making a self-assessment, you can also consider seeking advice from a financial advisor or accountant to navigate the process. Some lenders offer a pre-qualification process, providing an initial assessment without impacting your credit score.

However, some things can make it difficult or impossible to secure a loan or lease. For example, bad credit can be a significant factor when it comes to equipment leasing or financing. Your credit score, both personal and business, is a critical metric that lenders—especially—use to assess your creditworthiness. 

If you have a history of late payments, defaults, or other negative marks on your credit report, it may signal higher risk to lenders or lessors. This can potentially lead to higher interest rates, more stringent terms, or in some cases, outright rejection of your application.

If you have bad credit, it's even more important to do thorough research and gather strong financial documentation. This can make working with a financial advisor or consultant who can provide guidance on how to present your business in the best light despite your credit history even more important.

While bad credit is difficult to deal with, Excedr specializes in working with startups and new businesses that are still building their credit scores, so it's worth exploring our leasing program.

How to Qualify For Leasing

When seeking equipment leasing, there are several key factors that lessors typically consider to assess your eligibility:

1. Good business credit score: A solid business credit score is a crucial indicator of your financial responsibility and reliability. It demonstrates your ability to manage debt and fulfill financial obligations. Lenders often use this score to evaluate the risk associated with providing financing. Maintaining a good credit score shows that your business is financially responsible and increases your chances of qualifying for a lease.
2. Clear business plan and financial projections: A well-defined business plan is essential for demonstrating your company's viability and growth potential. It should outline your business goals, target market, competitive analysis, and marketing strategy. Additionally, including detailed financial projections provides insight into your business's expected revenue and expenses over a specific period. This information helps lessors gauge the financial health of your business and assess its ability to meet lease payments.
3. Evidence of stable revenue (if applicable): If your business has been operating for some time, providing evidence of stable revenue can significantly enhance your leasing application. This could include financial statements, tax returns, or bank statements that demonstrate consistent income. It shows lessors that your business has a reliable income stream, increasing their confidence in your ability to meet lease obligations.
4. Collateral or personal guarantee (if required): Depending on the lessor's policies and the nature of the equipment being leased, they may request collateral or a personal guarantee to secure the lease. Collateral can be in the form of assets like real estate or existing equipment. A personal guarantee involves a commitment from you, as the business owner, to personally cover any outstanding lease payments in case of default.
5. Compliance with Industry regulations and licensing: Demonstrating that your business complies with industry-specific regulations and holds any necessary licenses or certifications can bolster your application. It showcases your commitment to operating within legal parameters and adds credibility to your business.

By taking these steps, you'll not only increase your chances of qualifying for a lease but also present your business as a reliable and responsible candidate for equipment financing. Remember, each lessor may have specific requirements, so it's crucial to communicate openly and honestly with potential leasing partners throughout the application process.

How to Qualify For Financing

Much like equipment leasing, securing financing for your startup involves several critical steps, with lenders typically considering the following factors when evaluating your eligibility:

1. Strong credit score (both business and personal): A robust credit history, both for your business and personally, is a cornerstone of qualifying for financing. Lenders use these scores to gauge your creditworthiness and ability to manage debt responsibly. A higher credit score indicates a lower risk for lenders, making them more inclined to offer favorable terms. It's essential to maintain a good credit standing by making timely payments, managing debts wisely, and addressing any discrepancies in your credit report.
2. Detailed business plan with financial forecasts: A comprehensive business plan serves as a roadmap for your company's growth and success. It should encompass key elements like your business's mission, target market, competitive analysis, marketing strategy, and operational plans. Including detailed financial forecasts provides lenders with insights into your expected revenue, expenses, and profitability over a specific period. This information allows them to assess the feasibility and profitability of the equipment investment.
3. Collateral might be required: Depending on the lender and the nature of the equipment being financed, collateral may be a requirement. Collateral serves as a form of security for the lender in case of default. It can take various forms, such as real estate, inventory, or existing equipment. Offering collateral increases your chances of approval and may lead to more favorable terms and interest rates.
4. Stable business operations and revenue (if applicable): Demonstrating a track record of stable business operations and consistent revenue can significantly bolster your financing application. Providing financial statements, tax returns, or bank statements that showcase a reliable income stream lends credibility to your business's financial stability. It reassures lenders that your business has the capacity to meet loan obligations.
5. Industry expertise and experience: Lenders often value industry-specific expertise and experience. Highlighting your knowledge and track record in your field can instill confidence in lenders that you have the know-how to effectively manage the equipment and generate returns on the investment.

By addressing these key factors, you'll enhance your eligibility for financing and position your business as a reliable and responsible borrower. Remember to communicate openly with potential lenders, providing them with all necessary documentation and demonstrating your commitment to a successful equipment investment.

Keep in mind that requirements may vary between lenders, so it's essential to research and approach potential financing partners with a clear understanding of their specific criteria.

Are There Other Benefits to Leasing?

You Extend Your Cash Runway

Opting for equipment leasing is akin to giving your business a financial breather. It allows you to allocate your limited upfront capital to other critical areas of operation, such as marketing, talent acquisition, and research and development. By reducing the initial cash outlay, leasing provides a vital extension to your cash runway, providing more room for maneuvering in those crucial early stages of business development.

You Preserve Your Budget

Predictability is a priceless asset in the world of business. With leasing, you're met with steady, predictable monthly expenses. This helps tremendously with budgeting and financial planning. By knowing exactly how much is going towards equipment costs each month, you can allocate resources with confidence, without being blindsided by unexpected expenditures.

You Can Pick From the Manufacturer of Your Choice

Leasing liberates you from the constraint of budget limitations when it comes to selecting the equipment manufacturer. You can aim for the industry leaders, ensuring that you're equipped with top-tier tools and machinery. This way, you never have to compromise on the quality of your equipment, which is paramount to maintaining operational efficiency and competitive advantage.

You Can Build Your Company’s Credit Score

Leasing offers a valuable opportunity to enhance your company's creditworthiness. Making regular lease payments in a timely manner establishes a positive credit history, which can be invaluable when seeking additional financing or negotiating favorable terms in the future. It's a practical step towards strengthening your business's financial standing and expanding its opportunities for growth.

Service Coverage Is Often Included

Many leasing agreements come bundled with service coverage, offering added peace of mind. Maintenance and repairs may be included, reducing the burden on your operational team. This means you can focus on what matters most—driving your business forward—while knowing that the upkeep of your equipment is in capable hands.

There Are Potential Tax Benefits

Leasing might also open the door to potential tax benefits. However, it's important to consult a tax professional who is well-versed in business equipment leasing. They can provide specific advice tailored to your business, ensuring you maximize any tax advantages available to you.

Wrap-Up & Takeaways

Equipment leasing for startup businesses is more than an alternative to buying outright: it’s a financing strategy that allows companies (of all sizes) to acquire essential equipment without the substantial upfront costs associated with purchasing. Instead of buying outright, startups make regular payments to a lessor for the use of the equipment over a specified period, typically one to five years.

Leasing offers several advantages, including preserving upfront capital, predictable monthly expenses, access to high-quality equipment, and potential tax benefits. It also provides flexibility for industries with rapidly evolving technology, as businesses can upgrade to newer models at the end of the lease term.

Additionally, leasing can contribute to building the company's creditworthiness. Overall, equipment leasing is a prudent financial option for startups looking to efficiently acquire and utilize essential equipment for their operations.

Incorporating equipment leasing into your business strategy isn't just a pragmatic move for operational efficiency; it can set your business on a path of sustainable growth and stability. Considering equipment leasing for your startup? Choose wisely and remember: the right equipment can be a game-changer.